Data Stewardship
Student Accounts
1. Provide one sentence (or paragraph) that covers your area of responsibility.
This area includes student accounts and cashiering. In addition, it is responsible for filing taxes for foreign nationals.
2. What data systems do you rely on to meet those obligations?
Primarily SIS and Advantage. Student records information includes basic student data as well as admissions information. Specific classes and class sections contain much of the information used to calculate billing records.
Financial aid data is held in the RebelAid system. Student accounts has no access to this system, however the payments are uploaded to SIS.
3. Are some of these external to the "core" systems
Currently Student Accounts is working together with SCS to develop a student accounting data warehouse from SIS data to be used for reporting.
The non-resident alien tax system is hosted externally. It is used both to determine taxes if a foreign national is paid for any service, and also for foreign students who receive scholarships. The US has various tax treaties with different countries. UNLV has a large population of international students.
4. What data are entered and managed by other departments?
Basically, everything that becomes a student account is driven off data entered by someone else.
The new student accounts data warehouse, for use by Student Accounts, will be derived from SIS data.
Housing manages their own billing, with one exception. They put charges into SIS for Financial Aid students when a financial aid award is processed so that their charge will be removed directly before the student gets a check for the total amount.
Other departments place financial holds -- Parking, Library, Student Health. They put these directly into SIS. The students pay the departments directly, and then the departments remove the holds themselves.
5. What data does your unit enter and manage that is unique?
Cashiering:
Set up users in Cashier Tables in SIS to allow them to post payments. Payments are made into SIS, and then deposits move to Advantage via an interface. Some users are authorized for student receivables while others are not.
SIS Data Warehouse:
Determine who has access to student accounts.
For Advantage:
Create the translation process that determines which accounts to associate with a given transaction. Cashiering builds the tables that determine which accounts are associated with a given fee. This is an extremely complex process, relying on a clear understanding of both the University fees and the University accounting structure. One of the complications is the way that we establish classes, with section codes often determining fees and/or tuition.